The events list
Open Events from the menu. The list has three sections:
- Upcoming: today’s and future events. This is the default view.
- Archive: past events, read-only.
- All: every event.
The search box looks for events by name. For each event the list shows the date, the name, and how many locations and steps it has.
Creating the event
- In Events, add a new record.
- Fill in the event name and the date.
- Save. The event form now shows four tabs: Locations, Steps, Pre-event checklist and Post-event checklist.
In the tabs, every change is saved as soon as you leave the row. There is no need to save the form again.
Adding locations and coordinators
In the Locations tab, add one row per location:
- Location name: the city, venue or room, as it should appear on the dashboard.
- Coordinator email: required. The person who will report from that location.
What happens next depends on the email:
- A new email: CueRing creates an invited account and sends the coordinator an email, “You are invited to coordinate: …”, with a personal link to create their account.
- An email that already has an account: the location is linked to that account right away and no invitation is needed. The coordinator will find the new location in My events.
- The same email on several locations of the same event: one person coordinates them all, with one account.
The Coordinator and Status columns show who the coordinator is and whether they have completed their account (waiting or confirmed).
Resending an invitation
If a coordinator can’t find the email, or the link has already been used, select their row and press Resend invite to send a new link. This works only while the coordinator is still waiting; once they are registered you’ll see “The coordinator is already registered.”
Changing a coordinator
Change the email in the location row. The new person is linked or invited as above; the previous coordinator no longer sees that location.
Defining the steps
In the Steps tab, add one row per step of the run of show, in the order they happen. The # column shows the position.
To change the order, drag a row to its new place. Steps are completed in this order at every location, so check it carefully before the event starts.
Defining the checklists
The Pre-event checklist and Post-event checklist tabs work the same way: one row per check, in the order you want, draggable. Write each check so that it can be answered with OK or Not OK:
- Projector and audio tested
- Emergency exits clear
- Attendance sheet collected
Both checklists are optional: leave a tab empty if you don’t need it.
Checking before the day
- Every location has a coordinator, and their status is confirmed.
- The steps are in the right order.
- Open View Dashboard: every location should appear, with all steps still empty.